Kotlik has a piped vacuum sewer and circulating water utilidor, including plumbing for 51 homes.
There are 19 households and facilities away from the city core area that are not yet served, and these residents haul treated water from the washeteria across the Kotlik Slough, collect rainwater or melt ice, and haul honeybuckets to containers.
Since trenching and burying is difficult in the area, the city is considering an incinerator and recycling to reduce the quantity of solid waste.
The existing landfill is being closed.
A Master Plan is underway to examine needed improvements. Electricity is provided by Alaska Village Electric Cooperative.

RUBA Status & Activities This Qtr:

Kotlik is an ARUC community.

RUBA Activities for the Coming Qtr:

Scores:

Essential Indicators:

26 of
27

Sustainable Indicators:

27 of
27

Total Score:

53 of
54

Finances

Essential Indicators

Answer

Question

Yes

All revenues and expenses for the utility are listed in the utility budget.

Yes

The utility has adopted a balanced realistic budget.

Yes

Monthly financial reports are prepared and submitted to the policy making board.

Yes

The utility is current in paying all water/wastewater electric bills.

Yes

The utility has on hand a year's adequate fuel supply or it has a financial plan to purchase an adequate supply.

Yes

The utility is receiving revenues (user fees or other sources) sufficient to cover operating expenses.

Alaska Native Tribal Health Consortium (ANTHC) took over billing and collection procedures for the water and sewer system in January 2010. Alaska Rural Utility Collaborative (ARUC)assumed management of the water/wastewater system in June 2010. ARUC ensures that adequate fuel supplies are maintained. They also ensure that electric bills for the utility are paid monthly. The FY14 budget is on file in the Bethel Regional Office. ARUC provides monthly finance reports that compare the adopted budget to expenditures and revenues, finance reports are current to February 2014.

Accounting Systems

Essential Indicators

Answer

Question

Yes

The utility has adopted a collection policy and actively follows it.

Yes

The utility bills customers on a regular basis.

Yes

An accounts receivable system is in place which tracks customers and reports past due accounts and amounts.

Yes

An accounts payable system is in place.

Yes

The payroll system correctly calculates payroll and keeps records.

Yes

A cash receipt system is in place that records incoming money and how it was spent.

Yes

The utility has a cash disbursement system that records how money was spent.

Sustainable Indicators

Answer

Question

Yes

A chart of accounts is used that identifies categories in a reasonable, usable manner.

Yes

Monthly bank reconciliations have been completed for all utility accounts.

Yes

The utility has a purchasing system that requires approval prior to purchase, and the approval process compares proposed purchases to budgeted amounts.

Accounting Systems Comments

Billings and collection was taken over by ANTHC in January 2010 and ARUC took over the water and wastewater system in June 2010. ARUC is a statewide utility management system with accurate accounting practices.

Tax Problems

Essential Indicators

Answer

Question

Yes

The utility has a system to accurately calculate, track, and report payroll tax liabilities.

Yes

The utility is current on filing tax reports.

Yes

The utility is current on making tax deposits.

No

If there are any past due tax liabilities or recorded tax liens, a lien release has been issued or a repayment agreement has been signed and repayments are current.

Tax Problems Comments

ARUC operates the water and wastewater system in Kotlik. Although the city owns the water and wastewater system, the ARUC takes care of the admnistration/finance and all operation/maintenance costs. The state department of Labor and the IRS deemed ANTHC/ARUC compliant on December 2013. The Kotlik City Council is on the January-February 2014 Lien Watch.

Personnel System

Essential Indicators

Answer

Question

Yes

The utility has a posted workers compensation insurance policy in effect.

Sustainable Indicators

Answer

Question

Yes

The utility has adopted and uses a Personnel Policy, which has been reviewed by an attorney, AML or Commerce for topics and language.

Yes

The utility has adequate written job descriptions for all positions.

Yes

The utility has adopted and follows a written personnel evaluation process that ties the job description to the evaluation.

Yes

The utility has an adequate written hiring process.

Yes

The utility has personnel folders on every employee that contain at least: I-9, Job Application and Letter of Acceptance.

Yes

The utility has a probationary period for new hires that includes orientation, job training/oversight, and evaluations.

Yes

The utility provides training opportunities to staff as needed and available.

Personnel System Comments

Workers Compensation Insurance is secured by ANTHC through Alaska National Insurance Company to October 1, 2014. ANTHC/ARUC personnel policies apply to utility employees.

Organizational Management

Essential Indicators

Answer

Question

Yes

The entity that owns the utility is known; the entity that will operate the utility is set.

Yes

The policy making body is active in policy making of the utility.

Yes

The policy making body enforces utility policy.

Yes

The utility has an adequately trained manager.

Yes

The utility has an adequately trained bookkeeper.

Yes

The utility has an adequately trained operator or operators.

Yes

The utility has adopted the necessary ordinances (or rules and regulations) necessary to give it the authority to operate.

Sustainable Indicators

Answer

Question

Yes

The utility has adopted an organizational chart that reflects the current structure.

Yes

The policy making body meets as required.

Yes

The utility complies with the open meeting act for all meetings.

Organizational Management Comments

ANTHC did billings and collections beginning in January 2010. ARUC took over the water and sewer system in June 2010. Kotlik City Council is active and meets each and every month. Enforcement of policy is top priority. The primary operator is certified and he has two trained alternates. The alternates are signed up for certification training.

Operation of Utility

Essential Indicators

Answer

Question

Yes

The utility operator(s) are actively working towards necessary certification.

Yes

The utility has a preventative maintenance plan developed for the existing sanitation facilities.

Sustainable Indicators

Answer

Question

Yes

The manager receives a monthly O&M report from the utility operator and routinely "spot checks" the facilities to see that the maintenance items are being completed.

Yes

The utility has a safety manual and holds safety meetings.

Yes

Utility facilities have not suffered any major problems/outages due to management issues that are unresolved.

Yes

The utility is operating at the level of service that was proposed.

Yes

The operator provides status reports to the manager on a routine basis.

Yes

The utility has completed and distributed its "Consumer Confidence Report".

Yes

The utility is not on the "Significant Non-Complier" (SNC) list.

Yes

The utility maintains an inventory control list.

Yes

The utility maintains a critical spare parts list.

Operation of Utility Comments

The CCR was posted and a copy provided to RUBA. The utility staff have monthly safety meetings with AMLJIA. There is one certificated main operator and two alternates.